DIABLO VALLEY COLLEGE
ASSOCIATED STUDENTS ORGANIZATION
This Budget Code is established to define policies and procedures for budget development, budget approval, and expenditures under the control of Associated Students of Diablo Valley College Board in order to ensure that all financial transactions will be made in the best interests of the Associated Students. Only Diablo Valley College Student Body members are eligible to receive benefits and privileges outlined in this code or specified by the ASDVC Board.
1) The Budget Oversight Committee shall consist of the following Voting Members:
a. ASDVC Controller (Chair), who shall cast the deciding vote only in the event of a tie vote
b. At least 5 other, but not more than 9 other ASDVC board members or Diablo Valley College students holding a current ASDVC sticker. Non-ASDVC board members must not exceed 1/3 of the entire BOC membership.
c. ASDVC Vice President for Executive Affairs
2) The Budget Oversight Committee shall consist of the following Ex-Officio Member:
a. Advisor
3) All members must be officially appointed by Vice President for Executive Affairs after consultation with ASDVC President and must maintain their membership per the ASDVC Constitution and By-laws
The Budget Oversight Committee shall:
1) Meet a minimum of once a week.
2) Operate in accordance with ASDVC Constitution, ASDVC By-Laws, and the Brown Act.
3) Review all budget and finance requests submitted to the ASDVC board and propose a recommendation to the ASDVC board.
4) Review and propose amendments to the Budget Code, referring them to the ASDVC board for review and approval, and act in accordance with the adopted code.
5) Manage and oversee all ASDVC funds and accounts, both budgeted and reserved, in accordance with the approved ASDVC Budget Code.
6) Research and review other ASDVC budget concerns and make recommendations to the ASDVC board.
7) Draft and propose ASDVC budget for the next
fiscal year to the ASDVC board by the
last meeting in April.
1) Allocations to Campus Groups Account- Account designed for campus groups seeking funds from ASDVC.
2) Operations Accounts- All revenues and expenditures for services, maintenance, student events, and ASDVC events.
3) Restricted Reserve Accounts- The present ASDVC budget contains two separate reserve accounts:
a. Rollover/ Special Projects Account- Surplus used for projects sponsored by the ASDVC that go along with ASDVC’s strategic plan and benefit Diablo Valley College students over a long-term span (at least 5 years).
B Contingency Fund- monies that are restricted and cannot be utilized unless the ASDVC Board or the College deems an emergency situation.
V. Accessing Reserve Account Funds
Purpose: These monies are to be rolled over from year to year or to be used for a project sponsored by ASDVC if the project meets all of the following requirements:
a. goes along with ASDVC’s strategic plan
b. will benefit Diablo Valley College students over a long-term time-span (at least 5 years)
c. does not have another source of complete funding
Procedure:
a. Requests to spend these monies are to be
considered extremely carefully, since these
funds have been accumulated over an extended period of time.
b. The Budget Oversight Committee will make a recommendation to the ASDVC Board. A 2/3 vote by the ASDVC board is required for approval. If the item is approved, the affirmative vote is considered approval to post the motion for one week on ASDVC bulletin board. At the following ASDVC meeting the matter will be reread and a final approval or disapproval roll call vote will be taken. The final vote will require a 2/3 board vote for approval to allocate the funds.
Purpose: The ASDVC Contingency Fund is restricted and cannot be utilized unless the ASDVC Board or the College deems an emergency situation exists and the ASDVC Board approves such action. ASDVC shall maintain a Contingency Fund equal to at least 75% of its previous year’s operation Budget.
Procedure:
a. All accounts and possible funding opportunities
must be exhausted prior to the use of
this account.
b. The Budget Oversight Committee will make a recommendation to the ASDVC Board. A 2/3 vote is required for approval. If the item is approved, the affirmative vote is considered approval to post the motion for one week on ASDVC bulletin board. At the following ASDVC meeting the matter will be reread and a final approval or disapproval roll call vote will be taken. The final vote will require a 2/3 board vote for approval to allocate the funds.
1) All allocations are subject to the following:
Breakfast-$5.00
Lunch-$8.00
Dinner-$12.00
g. Each item must be approved by a majority Board vote.
2) For requests over $2,000, the item
must be approved at two consecutive meetings. An affirmative vote at the first
ASDVC Board meeting is considered approval to post the motion to allocate said
funds for one week on the ASDVC bulletin board outside the Student Life Office.
At the following ASDVC meeting, the motion to allocate said funds will be
reread and a final approval or disapproval
roll call vote will be taken. The final vote will
require a
simple
2/3 majority vote for approval to allocate funds.
3) To ensure that ASDVC’s limited funds are disbursed in the best interests of the DVC student body, preference will be given to, but not limited to, groups who adhere to the following criteria (not all criteria may apply):
a. Campus groups who have conducted fundraising and have exhausted all other resources
b. Organizations that will use allocated money for establishing future self-sustainability
c. Projects directly benefiting a greater number of students over projects benefiting a limited number of students
d. Projects enhancing the reputation of Diablo Valley College
e. Campus groups that provide incentives for holders of ASDVC sticker over those that do not.
f. Proposals for non-institutional and non-instructional initiatives over proposals that have other sources of funding (such as state funds)
g. Proposals that have been submitted well in advance before the event, allowing the board more time for thoughtful consideration
VII. Allocation Follow-up Procedure
1) All financial transactions will be made through the Student Life Office (SLO).
2) Expenditures must be made according to the itemized budget attached to the Funds Request Form. The organization will not be reimbursed for expenditures not made according to the itemized budget presented to the ASDVC. If the group wishes to use the funds in a way other than that which was approved, a new request to the BOC must be submitted.
3) Appropriate documentation for all reimbursements and expenditures must be provided no later than 3 weeks after the event. Appropriate documentation will include the following (not all may apply):
a. Original receipt(s)
b. An invoice from the organization/business providing services or materials
c A signed timecard indicating the position ID number, time, date and number of hours worked and the approved rate of pay.
Special situations may require special documentation. If your expenditure falls outside the above categories, please contact the Student Union Coordinator.
4) Please allow 5 business days for the SLO to process your request and another 5 business days for the Cashier’s Office to issue a check (10 business days). You will be contacted by the SLO when the check is ready to be picked up.
5) Reimbursements must be submitted prior to the end of the fiscal year (July 1-Jun30). Late reimbursements will not be processed.
IIX. Revisions
The Budget Oversight Committee will make recommendations for changes to this code. Changes must be approved by a 2/3 vote of the ASDVC Board.
Adopted: 03/30/2004
Amended: 10/11/2005